Cross Border Programme - Croatia | Bosnia and Herzegovina

Programme Management Structure

Operating structures (OS)

Each participating country has established an Operating Structure (OS) for the part of the programme concernedMinistry of Regional Development and EU Funds (MRDEUF) in Croatia and Directorate for European Integrations in Bosnia and Herzegovina. The IPA Component II Coordinator (within the meaning of Art. 22.2.b of the IPA Implementing Regulation) in Croatia is the Assistant Minister in the MRDEUF.

The IPA Component II Coordinator (within the meaning of Art. 32.1 of the IPA IR is the Assistant Director for Coordination of EU Assistance in the Directorate for European Integration (DEI) in Bosnia and Herzegovina. DEI is the main coordinative body for all EU integration issues, including coordination of EU assistance programmes (NIPAC) and as there is no line ministry responsible for management and implementation of the Component II of IPA yet, DEI is carrying out this task as well.

The OS of each country cooperate closely in the programming and implementation of the cross-border programme establishing common coordination mechanisms. The OSs are responsible for the implementation of the programme in their respective countries.
The beneficiary countries have also set up a Joint Monitoring Committee (JMC), which shall ensure the effectiveness and quality of the implementation of the programme. In line with the IPA Implementing Regulation (Article 139) the Operating Structures have established a Joint Technical Secretariat (JTS) to assist the OSs and the JMC with their respective duties.
  • Responsibilities of the Operating Structures (OSs)

    The Operating Structures are inter alia responsible for:
    • jointly preparing the cross-border programme in accordance with Art. 91 of the IPA Implementing Regulation;
    • jointly preparing programme amendments to be discussed in the Joint Monitoring Committee;
    • setting up the Joint Technical Secretariat;
    • participating in the Joint Monitoring Committee and guiding the work of the JMC in programme monitoring;
    • nominating the representatives of the Joint Steering Committee to be appointed by the JMC;
    • In the Government Decision on the Nomination of the Responsible Persons for the Management of IPA(OG no 18/07) referred to as Responsible Person for Management and Implementation of Component II of the IPA Programme.10 Government Decision on the Nomination of the Responsible Persons for the Management of IPA(OG no 18/07) preparing and implementing the strategic decisions of the JMC;
    • reporting to the NIPAC/ IPA–Component II Co–ordinator on all aspects concerning the implementation of the programme;
    • establishing a system, assisted by the JTS, for gathering reliable information on the programme’s implementation and providing data to the JMC, NIPAC/ IPA–Component II Co–ordinator or the European Commission;
    • ensuring the quality of the implementation of the cross-border programmes together with the JMC;
    • sending to the Commission and NIPAC the annual report and the final report on the implementation of the cross-border programme after examination and approval by the JMC;
    • ensuring reporting of irregularities;
    • guiding the work of the Joint Technical Secretariat;
    • promoting information and publicity-actions;
    In Croatia, where the programme is implemented under decentralised management, the Operating Structure and the Implementing Agency are also in charge of:

    • contracting the projects selected by the Joint Monitoring Committee;
    • payments accounting and financial reporting aspects of the procurement of services, supplies, works and grants for the Croatian part of the Cross-border programme;
    • ensuring that the operations are implemented according to the relevant public procurement provisions;
    • ensuring that the final beneficiaries and other bodies involved in the implementation of operations maintain either a separate accounting system or an adequate accounting code for all transactions relating to the operation without prejudice to national accounting rules;
    • ensuring the retention of all documents required to ensure an adequate audit trail;
    • ensuring that the National Fund and National Authorising Officer receive all necessary information on the approved expenditure and the applied procedures;
    • carrying out verifications to ensure that the expenditure declared has actually been incurred in accordance with applicable rules, the products or services have been delivered in accordance with the approval decision, and the payment requests by the final beneficiary are correct.

Joint Monitoring Committee (JMC)

The participating beneficiary countries set up a Joint Monitoring Committee (JMC).
The JMC consists of representatives of the two Operating Structures and the national, regional and local authorities and socio-economic partnership representatives of both participating countries, equally represented. The Commission shall participate in the work of the Joint Monitoring Committee in an advisory capacity.
The Joint Monitoring Committee shall whit its effectiveness and quality of the implementation of the cross-border programme, in accordance with the following provisions (according to the Article 142 of IPA Implementing Regulation):

  • Responsibilities of the Joint Monitoring Committee
    • it shall consider and approve the criteria for selecting the operations financed by the cross-border programme and approve any revision of those criteria in accordance with programming needs;
    • it shall periodically review progress made towards achieving the specifictargets of the cross-border programme on the basis of documents submittedby the Operating Structures of participating beneficiary countries;
    • it shall examine the results of implementation, particularly achievement of the targets set for each priority axis and the evaluations referred to in Article 57(4) and Article 141 IPA Implementing Regulation;
    • it shall examine the annual and final reports on implementation referred to in Article 144 IPA Implementing Regulation;
    • it shall be informed, as applicable, of the annual audit activity report(s) referred to in Article 29 (2)(b) first indent IPA Implementing Regulation, and of any relevant comments the Commission may make after examining that report;
    • it shall be responsible for selecting operations. The JMC may delegate the function to assess project proposals to a Joint Steering Committee appointed by the JMC;
    • it may propose any revision or examination of the cross-border programme likely to make possible the attainment of the objectives referred to in Article 86(2) IPA Implementing Regulation or to improve its management, including its financial management;
    • it shall consider and approve any proposal to amend the content of the cross-border programme;
    • it shall approve the framework for the Joint Technical Secretariat’s tasks;
    • it shall adopt an information and publicity plan drafted under the auspices of the Operating Structures.

Joint Technical Secretariat (JTS)

The Operating Structures have agreed to set up a Joint Technical Secretariat (JTS) to assist the Joint Monitoring Committee and the Operating Structures in carrying out their respective duties. The JTS is therefore the administrative body of the programme dealing with its day-to-day management.
The Joint Technical Secretariat is based in the MRDEUF in Zagreb (Croatia) with two antennae on BIH side: Mostar and Banja Luka. It is composed of the representatives nominated by both Operating Structures.
The Joint Technical Secretariat and its antennae perform their activities under the Operating Structure in Croatia, in co-operation with the Operating Structure in Sarajevo, BiH. The Joint Technical Secretariat is jointly managed by both Operating Structures. The costs of the Joint Technical Secretariat and its antennae are co-financed under the programme’s Technical Assistance budget provided they relate to tasks eligible for co-financing under EU rules. Part of the JTS staff contracted in BiH should be located in the JTS premises in MRDEUF in Zagreb and part in the antennae in Mostar and Banja Luka.
All Croatian representatives should be located in the JTS premises in Zagreb.

  • The tasks of the JTS and its antennae

    • support to the Operating Structures in the programme implementation;
    • perform secretariat function for the Operating Structures and the Joint Monitoring Committee, including the preparation and mailing of documentation for meetings and the meeting minutes (in two or more languages if required);
    • set up, regular maintenance and updating of the monitoring system (data input at programme and project level, on site visits);
    • assist the OSs and the JMC in drawing up all the monitoring reports on the programme implementation;
    • prepare and make available all documents necessary for project implementation (general information at programme level, general information at project level, guidelines, criteria, application for collecting project ideas, application pack - guidelines, criteria for project selection, eligibility, reporting forms, contracts);
    • act as a first contact point for potential applicants;
    • run info-campaigns, trainings, help-lines and web-based Q&A in order to support potential applicants in the preparation of project applications;
    • organise selection and evaluation of project proposals and check whether all information for making a decision on project proposals are available;
    • provide a secretary of the Steering Committee and organise and administrate its work;
    • make sure that all the relevant documentation necessary for contracting is available to the Contracting Authorities on time;
    • assists the Contracting authorities in the process of „Budgetary Clearing“ prior to contract signature;
    • support final beneficiaries in project implementation, including the advice on secondary procurement procedures;